Year End Closing Procedures for Sage 100 ERP. Martin & Associates

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Year End Closing

Procedures for Sage 100 ERP

2014

Martin &

Associates

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Period End/Year End FAQs

Home^|FAQs & Troubleshooting

Click a question below to view the answer.

In what order should the modules be closed?

When performing year-end processing, first close any module that transfers information to another module.

For example, Sales Order transfers information to Inventory Management, Accounts Receivable and General Ledger. To close these modules, update all Sales Order journals and registers and perform Sales Order period-end processing before closing the other modules.

Some modules transfer and receive information from another module. For example, Job Cost can post invoices to Accounts Receivable, and Accounts Receivable can post invoices to Job Cost. To close these modules, update all journals and registers in both modules before performing period-end processing for either module.

NOTE Always make a full backup before performing period-end or year-end processing. Year-end

processing can be reversed only by restoring from a backup. The following table provides an outline of the year-end processing order for modules.

How are the period-ending dates determined?

The beginning and ending dates for each module period can use a fiscal basis as defined in General Ledger Options, or they can use a calendar basis with standard month-end dates.

NOTE When the calendar basis is used to determine period-ending dates, period one is assumed to be January, period two is assumed to be February, and so on.

The use of fiscal basis and calendar basis depends on whether the Inventory Management module is integrated with Sales Order.

If the Inventory Management module is integrated, select whether to use fiscal basis or calendar basis in the Base Inventory Periods On field in Inventory Management Options.

If the Inventory Management module is not integrated, the fiscal periods defined in General Ledger Options are used.

The following table represents the method used to determine the period-ending dates based on Inventory Management.

Order Module

1 Bill Of Materials

2 Work Order

3 Bar Code

4 Purchase Order 5 Sales Order

6 Inventory Management

7 Material Requirements Planning

8 Payroll

9 Accounts Receivable 10 Accounts Payable

11 Job Cost

12 General Ledger

Inventory Management Method

Not integrated Fiscal

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For more information, see Create a Fiscal Year and Posting to Future Accounting Periods.

Can I print financial statements for the next fiscal year prior to performing year-end processing?

Yes. In the applicable report window, in the Fiscal Year field, select the fiscal year to print.

NOTE Do not manually change the fiscal year in General Ledger Options in order to print financial statements for the next fiscal year.

After performing year-end processing, I want to delete some accounts that will no longer be used for the current fiscal year; however, I still want comparison statements. Will this work?

Information about prior fiscal years is stored by account number. The account numbers must be retained for as long as you require comparisons. To retain an account number without the account being active, set the status of an account to Inactive. You can set the account status to inactive by selecting the account in Account Maintenance. On the Main tab, in the Status field, select Inactive and click Accept.

How do I reopen a closed fiscal year to make general ledger postings?

If you retained detail history for a prior fiscal year by entering the Years to Retain General Ledger History field in General Ledger Options, you can reopen the closed fiscal year and post to it. Closed fiscal years can be reopened only in the General Ledger module.

For more information, see Post to a Closed Fiscal Year.

Using Fiscal Periods basis Fiscal

Using Calendar Months basis Calendar

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Perform Period-End and Year-End Processing

Overview

Before You Begin

Use one of the following methods:

To perform period-end or year-end processing in the General Ledger, Accounts Receivable, Accounts Payable, and Sales Order, Inventory Management, and Purchase Order modules

To perform period-end or year-end processing in all other modules

To perform period-end or year-end processing in the General Ledger, Accounts Receivable, Accounts Payable, Sales Order, Inventory Management, and Purchase Order modules

NOTE The number of years to retain transaction history after year-end processing is determined in the module's Options window.

1. Select the module's Period End menu > Period End Processing.

2. Verify that the correct period is displayed. If the correct period is not displayed, change the period in the module's Options window.

3. Select the Print Period End Reports check box to print period-end or year-end reports. For more information, see Period End Processing- Fields.

4. Click Proceed.

5. In the General Ledger module, if you have not posted cycle allocations before beginning period-end or year-end processing, you are prompted do to so. Select one of the following options:

To post allocations before completing period-end or year-end processing, click No. For

information about selecting and posting allocations, see Select Allocations for Posting. After you have posted allocations, continue to the next step.

To continue with period-end processing or year-end processing without posting allocations, click Yes and continue to the next step.

6. If you selected the Print Period End Reports check box in step 3, the Period End Reports window appears. Complete the following steps in the Period End Reports window:

a. In the Report Name and Report Setting/Financial Group fields, verify that the correct reports and financial report groups are listed. For more information, see Period End Reports - Fields. The reports and financial report groups listed are selected in Period End Report Selection.

b. In the Copies field, enter the number of copies to print for each report and financial report group.

c. Select the Saved Printer check box to print the report to the printer saved for the selected report setting.

d. Select the Print check box for each report and financial report group to print. Click Print.

NOTE If you select Preview, all reports will be previewed regardless of the saved printer for the report. After the reports are previewed, you are taken back to the menu. You must print the reports to complete period-end processing.

7. You are prompted to confirm that the closing period will be changed to the next open period. Click Yes to complete period-end or year-end processing.

Period-end or year-end processing is complete. After you perform this procedure, the following occurs:

If you performed period-end processing

The current accounting period is closed, and the accounting period is cycled forward to the next open period. In addition:

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If you performed year-end processing

The current accounting period is closed, and the accounting period is cycled forward to the next open period.

NOTE If the next fiscal year has not been created, year-end processing creates the next fiscal year and recalculates beginning balances.

The Years to Retain General Ledger History field in General Ledger Options is used to determine the number of years to retain General Ledger transaction history after year-end processing.

In addition:

To perform period-end or year-end processing in all other modules 1. Select the module's Period End menu > Period End Processing.

2. Select the period-end option to perform. The available options depend on the current module.

Period-end options typically include purging transaction files for any number of periods (up to but not including the current period) to save file space.

NOTE When performing period-end processing, verify that the accounting date agrees with the period-end date through which you want to clear files.

3. Click Proceed.

4. In the Period End Confirmation window, click Proceed.

5. If you selected the Full Period End Processing or Full Period and Year End Processing options, the Period End Reports window appears. Select the report(s) to print and click Print.

6. A message appears asking if you want to complete period-end processing. Click Yes to complete period-end processing.

Period-end processing is complete.

If.... Then....

Period End is selected in the Reset Journal Numbers field in General Ledger Options

journal numbers are reset.

Period End is selected in the Reset Register Numbers field in General Ledger Options

register numbers are reset.

If.... Then....

Year End is selected in the Reset Journal Numbers field in General Ledger Options

journal numbers are reset.

Year End is selected in the Reset Register Numbers field in General Ledger Options

register numbers are reset.

The Copy Actual to Default Budget at Year End check box is selected in General Ledger Options

the actual amounts of the closed fiscal year are copied to the default budget of the current fiscal year.

The Clear Balances at Year end check box in Main Account Maintenance is selected

balances are cleared for nonfinancial accounts.

There are general ledger account numbers, main accounts, and/or defined sub accounts that have a status of Delete and have no activity for the closing fiscal year

the deleted accounts are removed, as well as any memos for those accounts.

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Select General Ledger Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered at the Current Period field in the General Ledger Options window.

Period End Processing allows you to close the current period and cycle the accounting period forward to the next period.

Period-end processing is usually performed at the end of each accounting period. Year-end processing takes place automatically when period-end processing is performed for the last period of the fiscal year.

NOTE Fields in the General Ledger Options window are used to determine the current accounting period and number of years to retain transaction history after year-end processing.

The following occurs during period-end or year-end:

Accounts with a Deleted status can be removed during year-end processing based on activity and the selection to retain history in General Ledger Options.

Any accounts with no activity are automatically removed.

If the Copy Actual to Default Budget at Year End check box is selected in the General Ledger Options window, the actual amounts for the closed fiscal year are copied to the default budget for the current fiscal year.

Options for resetting journal numbers are performed.

If the Clear Balances check box in Main Account Maintenance is selected for a main account value, balances are cleared for nonfinancial accounts at year end.

If retaining transaction history, all current year transaction information is updated and any transaction history with no current year activity is removed based on options selected in General Ledger Options.

If you have not already posted allocations before performing period-end processing, you are prompted to post them. If you have not already printed period-end reports, you can do so during period-end processing. You can also select and print period-end reports without accessing Period End Processing using Period End Report Selection.

WARNING Backing up your data is an important part of your daily and monthly procedures. Back up all General Ledger data before proceeding.

G/L Period End Processing

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Allocation Selection Settings Period End Report Listing

Allocation Selection Complete Period End Processing

Period-End and Year-End Processing Flowchart General Ledger Options

G/L Period End Reports G/L Period-End and Year-End Processing Checklist

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Print Period End Reports

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Do not close a fiscal year until all adjustments are made and financial statements are produced. Because you can post transactions to future fiscal years without closing the prior year, keeping the prior year open does not prevent normal processing.

Before completing period-end or year-end processing, perform the following steps:

G/L Period-End and Year-End Processing Checklist

1. If you are performing year-end processing, select the Copy Actual to Default Budget at Year End check box in the General Ledger Options window, and create a new default budget for the next fiscal year. For more information, see Copy Actual Figures to the Next Fiscal Year Budget.

2. Back up the General Ledger files.

3. Verify that all activity and adjustments in modules integrated with General Ledger have been completed for the current period.

4. Print and update the Recurring Journal.

5. Print and review the General Ledger Worksheet.

6. Enter any closing adjustments for the period using General Journal Entry.

7. Print and update the Daily Transaction Register.

8. Make any necessary budget revisions using Budget Revision Entry, and update the Budget Revision Register.

9. Print the Trial Balance and Standard Financial Statements for the period, and verify that the Balance Sheet is in balance.

10. Print the General Ledger Analysis (if necessary).

11. Print the General Ledger Detail Report. If you are closing the year, print the report for all periods.

12. Select allocations to post and decide whether to post all required allocations now or during period-end processing or year-end processing. For more information, see Select Allocations for Posting.

13. Decide whether to print period-end reports now or during period-end processing. For more information, see Select Period End Reports.

Yes No

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Post to a Closed Fiscal Year

Overview

If you retained detail history for a prior fiscal year, you can reopen the closed fiscal year and post to it. This method provides an audit trail. Closed fiscal years can only be reopened in the General Ledger module.

Before You Begin

If you have not retained detail history for a prior fiscal year, you cannot reopen it. To make sure that you retained detail history for a prior fiscal year, verify the setting in the Years to Retain General Ledger History field on the General Ledger Options Main tab. For more information, see Years to Retain General Ledger History.

To post to a closed fiscal year

1. Select General Ledger Setup menu > General Ledger Options.

2. On the Main tab, in the Current Fiscal Year field, select the past fiscal year to reopen. For more information, see General Ledger Options - Fields.

3. In the Current Period field, select the accounting period to post to and click Accept.

4. In General Journal Entry or Transaction Journal Entry, enter the journal entry to the reopened fiscal year and period, and update the journal entry.

5. When you are finished, reprint year end reports.

6. On the General Ledger Options Main tab, in the Current Fiscal Year field, select the current year, and in the Current Period field, select the current period. Click Accept.

The closed fiscal year was reopened and posted to.

Yes No

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The following flowchart details the procedures to follow if you choose to post allocations before performing period-end or year-end processing.

Post Allocations Now

Yes No

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The following flowchart details the procedures to follow if you choose to post allocations after beginning period- end or year-end processing.

Post Allocations Later

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Select Accounts Payable Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered at the Current Period field in Accounts Payable Options.

Period End Processing allows you to close the current period and increment the accounting period to the next period.

Period-end processing is usually performed at the end of each accounting period. Year-end processing takes place automatically when period-end processing is performed for the last period of the fiscal year.

NOTE Fields in Accounts Payable Options are used to determine the current accounting period and the number of years to retain vendor purchase history, check history, and 1099 payment history after year-end processing.

Temporary vendors with zero balances are automatically purged unless you selected to retain the temporary vendor in Vendor Maintenance.

Check history information is cleared as of the period-ending date.

Vendor electronic payment history is removed based on the number of years set up to retain electronic payment history in Accounts Payable Options.

Vendor purchase history is removed based on the number of years set up to retain purchase history in Accounts Payable Options.

Open invoices with zero balances are removed based on the number of days to retain paid invoices in Accounts Payable Options.

If retaining invoice history, all current year invoice information is updated to the Last Year fields, and any invoice history with no current-year activity is removed based on options selected in Accounts Payable Options.

If you have not already printed period-end reports, you can do so during period-end processing. You can also select and print period-end reports without accessing Period End Processing by using Period End Report Selection.

WARNING Backing up your data is an important part of your daily and monthly procedures. Back up all Accounts Payable data before proceeding.

A/P Period End Processing

Fields

Related Topics

A/P Period End Reports Accounts Payable Sales Tax Report

Period End Report Selection Accounts Payable Options

Period End Report Listing A/P Period-End and Year-End Processing Checklist

Complete Period End Processing System FAQs

Vendor Maintenance Navigation

Overview

Fields

Yes No

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Use the following checklist to perform period-end and year-end processing activities.

WARNING Backing up your data is an important part of your daily, weekly, and period-end procedures. For more information, see System FAQs.

A/P Period-End and Year-End Processing Checklist

1. Back up the Accounts Payable files onto a monthly set of backup disks or tapes.

2. Verify that all invoices and checks are recorded for the current month.

3. If you are performing period-end processing for the month of December (the end month of the calendar year), print, verify, and clear all 1099 forms (if your company prints 1099 forms for vendors).

4. Perform period-end or year-end processing. For more information, see Perform Period-End and Year-End Processing.

5. Select the reports to print for the period end. Print at least the Accounts Payable Aged Invoice Report and the Check History Report.

6. Complete period-end processing after all the selected reports have been printed.

7. Back up the Accounts Payable files using a separate set of disks or tapes from the set used to back up the system in step 1.

Yes No

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Select Accounts Receivable Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered at the Current Period field in Accounts Receivable Options.

Period End Processing allows you to close the current period and increment the accounting period forward to the next period. Period-end processing is usually performed at the end of each accounting period. Year-end processing takes place automatically when period-end processing is performed for the last period of the fiscal year.

NOTE Fields in Accounts Receivable Options are used to determine the current accounting period and number of years to retain customer sales history, salesperson history, and cash receipts history after year-end processing.

Temporary customers with zero balances are automatically purged during period- and year-end processing unless you selected the Retain Temporary Customers Paid Invoices check box in Accounts Receivable Options.

Monthly cash receipts history, customer sales history, and salesperson sales history is purged only during period year-end processing based on the selections made in the Years to Retain Cash Receipts History, Years to Retain Customer History, and Years to Retain Salesperson History fields in Accounts Receivable Options. For example, if the number of years to retain cash receipts history, customer sales history, and salesperson history is set to three years, sales and cash receipts history for the year 2010 will be purged when year-end processing is performed for the year 2012.

Open invoices with zero balances are removed during period- and year-end processing based on the number of days entered in the Days to Retain Paid Invoices field in Accounts Receivable Options.

If you have not already printed period-end reports, you can do so during period-end processing. Alternately, you can select and print period-end reports without accessing Period End Processing by using Period End Report Selection.

W^ARNING Backing up your data is an important part of your daily and monthly procedures. Back up all Accounts Receivable data before proceeding.

A/R Period End Processing

Fields Related Topics

A/R Period End Reports Accounts Receivable Sales Tax Report Period End Report Selection Accounts Receivable Options

Period End Report Listing A/R Period-End and Year-End Processing Checklist

Complete Period End Processing System FAQs

Navigation

Overview

Fields

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A/R Period-End and Year-End Processing Checklist

Use the following checklist to perform period-end processing activities.

1. Back up the Accounts Receivable files onto a monthly set of backup disks or tapes.

2. Ensure that all invoices and cash receipts are recorded for the current month.

3. Perform Finance Charge Calculation to apply finance charges to past due customers. Use Finance Charge Entry to make any manual adjustments, print the Finance Charge Journal, and update.

4. Print statements for the appropriate customers.

5. Print the Accounts Receivable Sales Tax Report as of the appropriate date (monthly, quarterly, etc.) as required by your taxing jurisdiction, and purge from period end.

6. Perform period-end or year-end processing. For more information, see Perform Period-End or Year-Processing.

7. Select the reports you want to print for period end. It is recommended that you print at least the Accounts Receivable Aged Invoice Report.

9. Back up the Accounts Receivable files using a separate set of disks or tapes from the set used to back up the system in step 1.

Yes No

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Select Inventory Management Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered at the Current Period field in the Inventory Management Options window.

Period End Processing allows you to close the current period and cycle the accounting period forward to the next period. Period-end processing is usually performed at the end of each accounting period. Year-end processing takes place automatically when period-end processing is performed for the last period of the fiscal year.

The year-to-date sales and issue information are cleared for each item based on the years to retain history in Inventory Management Options.

WARNING Backing up your data is an important part of your daily, period-end, and year-end procedures. Back up all Inventory Management data before performing period-end processing.

I/M Period End Processing

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Period-End Processing Checklist

1. Back up the Inventory Management files onto a monthly set of backup disks or tapes.

2. Verify that all inventory sales, receipts, transfers, issues, and adjustments are recorded for the current period.

3. If you have LIFO, FIFO, lot, or serial items, print the Inventory Negative Tier Report to check for negative tiers. If negative tiers exist, they must be corrected.

4. Perform period-end processing. For more information, see Perform Period- End and Year-End Processing.

5. Select the reports to print for the period.

For period end, print at least the Inventory Stock Status Report, Inventory Detail Transaction Report, and Inventory Trial Balance.

For year end, print at least the Inventory Sales Analysis, Inventory Sales History Report, Inventory Receipts History Report, and the Inventory Trial Balance.

7. Back up the Inventory Management files using a separate set of disks or tapes from the set used to back up the system in step 1.

8. To purge Inventory Management data files, see the Inventory Management Utilities menu. For more information, see Purge Inventory Management Data.

Yes No

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Correct Negative Tiers

Overview

You can issue or sell an item, even if there is not enough quantity on hand. An item using the LIFO or FIFO valuation method results in a negative cost tier. Print the Inventory Negative Tier Report to list tiers with negative quantities. Cost tiers with negative quantities distort the true inventory cost as new items are received at different unit costs.

To correct negative tiers

To ensure that LIFO and FIFO items are correctly costed, you must adjust the negative cost tiers in one of the following ways:

Inventory Negative Tier Adjustment Transaction Entry

Inventory Negative Tier Adjustment

1. Select Inventory Management Utilities menu > Inventory Negative Tier Adjustment.

2. Click Print to automatically apply positive balance cost tiers against the negative quantity. For more information, see Inventory Negative Tier Report.

The difference in cost between the negative and positive tiers is posted to the general ledger Inventory and Adjustment accounts. For more information on period-end processing, see Period End Processing.

Transaction Entry

1. Select Inventory Management Main menu > Transaction Entry.

2. In the Transaction Type field, select Adjustments to correct negative quantities for LIFO or FIFO items. Complete the fields on the Header tab.

3. Click the Lines tab. Adjust a positive quantity against the negative cost tier (the Overdist tier for LIFO or FIFO items) to bring the balance of the tier to zero.

4. Adjust the negative quantity against one or more tiers with a positive balance, so the total distribution equals the positive amount applied against the negative tier.

Example - Correcting Negative Tiers

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Select Sales Order Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered in the Current Period field in the Sales Order Options window.

NOTE Fields in the Sales Order Options window are used to determine the current accounting period and number of years to retain sales history after year-end processing.

The Sales Order Recap is purged based on options selected in Sales Order Options during period-end and year-end.

Expired master and repeating orders are automatically purged as of the period-ending date during period-end and year-end.

Sales history is purged based on the number of years to retain sales history in Sales Order Options only during year-end processing.

WARNING Backing up your data is an important part of your daily and monthly procedures. Back up all Sales Order data before proceeding.

S/O Period End Processing

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S/O Period End Reports Sales Order Options

Period End Report Selection S/O Period-End and Year-End Processing Checklist

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To ensure that the Sales Recap reports from Sales Order are in sync with the sales history maintained for both the Customer and Inventory master files, you must perform Accounts Receivable and Inventory Management period-end processing in conjunction with the Sales Order period-end processing. Make sure to perform Accounts Receivable and Inventory Management period-end processing before performing a daily sales update for the next month's invoices.

Period-End and Year-End Processing Checklist

1. Back up the Sales Order files onto a monthly set of backup disks or tapes.

2. Make sure all invoices are recorded for the current month.

3. Print the Open Sales Order Report.

4. Perform period-end or year-end processing. For more information, see Perform Period-End or Year-End Processing.

5. After completing period-end or year-end processing, back up the Sales Order files using a separate set of disks or tapes from the set used to back up the system in step 1.

Yes No

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Select Purchase Order Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered in th Current Period field in the Purchase Order Options window.

NOTE Fields in the Purchase Order Options window are used to determine the current accounting period and number of years to retain purchase history after year-end processing.

Expired master and repeating orders are automatically purged as of the period-ending date.

Completed purchase orders are automatically purged based on the number of days to retain completed purchase orders in Purchase Order Options.

The purchase order recap is automatically purged if selected in Purchase Order Options.

Receipt history is automatically purged based on the selection made in Purchase Order Options.

All purchase history and miscellaneous charge year-to-date balances are set to zero as of the year-ending date.

WARNING Backing up your data is an important part of your daily and monthly procedures. Back up all Purchase Order data before proceeding.

P/O Period End Processing

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P/O Period End Reports Purchase Order Options

Period End Report Selection P/O Period-End and Year-End Processing Checklist

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Fields

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P/O Period-End and Year-End Processing Checklist

1. Back up the Purchase Order files onto a monthly set of backup disks or tapes.

2. Verify that all receipts, invoices, returns, and issues are recorded for the current month.

3. Perform period-end processing. For more information, see Perform Period-End and Year-End Processing.

4. Select the reports you want to print for the period end. Print at least the Open Purchase Order Report.

6. Back up the Purchase Order files using a separate set of disks or tapes from the set used to back up the system in step 1.

Yes No

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Select Purchase Order Period End menu > Purchases Clearing Report.

Use Purchases Clearing Report to simplify month-end reconciliation of the purchases clearing account balance with open amounts on purchase order. The purchases clearing account is a liability holding account that contains inventory received in Receipt of Goods Entry without an invoice until the invoice is posted in Receipt of Invoice Entry. This account is credited when goods are received into inventory and can also include allocated landed cost and sales tax. When the applicable invoice is recorded, it is debited and the corresponding Accounts Payable liability account is credited. This account is assigned to each product line in Inventory Management Product Line Maintenance.

NOTE Invoices entered in Accounts Payable Invoice Data Entry do not affect this report.

You can enter a selection of purchase order numbers, vendor numbers, order dates, last receipt dates, item codes, product lines, inventory account numbers, and user-defined fields (UDFs) to print.

The total purchases clearing amount on the Purchases Clearing in Open PO Format or Purchases Clearing Report will normally balance to the purchases clearing account. An out of balance exception can occur in the following scenarios:

Inventory receipts are updated in Transaction Entry.

The ordered quantity or unit cost is changed after performing either Receipt of Goods Entry or Receipt of Invoice Entry.

Manual postings have been updated to the purchases clearing account.

The Receipt of Goods Register or Receipt of Invoice Register has been updated to an incorrect general ledger period.

NOTE The total purchases clearing amount in the Purchases Clearing in Open PO Format or Purchases Clearing Report balances to the purchases clearing account as of the date the report is generated provided the report is run with the default sort options and selection criteria.

Purchases Clearing Report

Navigation Create a Report Setting

Overview Print a Report, Form, or Listing Fields E-mail, Fax, or Print a Report as a PDF Report Sample Enter Multiple Values Using Separators

Related Topics

Purchases Clearing in Open PO Format Receipt of Goods Entry

Receipt of Invoice Entry Product Line Maintenance

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Report Setting Sort Report By

Description Item Types to Print

Type Operand

Default Report Value

Print Report Settings Printer/Output

Three Hole Punch Keep Window Open After Print

Number of Copies Keep Window Open After Preview

Collated

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Select Job Cost Period End menu > Period End Processing.

Use Period End Processing to automatically perform either period-end or year-end processing based on the period entered at the Current Job Cost Period field in the Job Cost Options window.

Use Period End Processing to close the current period and increment the accounting period to the next period. Period- end processing is usually performed at the end of each accounting period, on the last business day of each month.

Year-end processing takes place automatically when period-end processing is performed for the last period of the fiscal year.

N^OTE Fields in the Job Cost Options window are used to determine the current accounting period and if retaining job cost history after year-end processing.

WARNINGPeriod End Processing cannot be performed if job billing is in progress (if the Job Billing Register has not been printed and updated), if the Daily Overhead Allocation Register or Monthly Overhead Allocation Report has been printed but not yet updated, or if the Daily Transaction Register has not been updated for all outstanding job transactions.

The year-to-date actual cost, invoice billed, and payment received totals are cleared and set to zero, along with the year-to-date dollar and unit totals.

Job information is removed if the Retain Job Cost History check box is cleared in Inventory Management Options.

Closed jobs are archived to history files instead of purged during period-end processing if the Retain Job Cost History check box is selected in the Job Cost Options window.

If the Retain Transaction Detail check box is cleared in the Job Masterfile Maintenance window, transaction jobs are summarized. If selected, transaction jobs are retained until the job is closed.

Before performing period-end processing, the Job Close-Out Report must be printed and updated to the files. This report provides a final audit trail of all unit and cost information. If you are using Work-in-Process accounting, the job close-out update also clears outstanding work-in-process amounts and makes the necessary postings to the General Ledger module. The Work in Process Report and Job Transaction Detail Report should always be printed before performing either period-end or year-end processing.

WARNING Backing up your data is an important part of your daily, period-end, and year-end procedures. Back up all Job Cost data before performing period-end processing.

Navigation Perform Period-End and Year-End Processing

Overview

Fields

Related Topics

Job Close-Out Report Job Cost Options

Job Cost History Purge Utility/Job Cost History Restore Utility

J/C Period-End and Year-End Processing Checklist

J/C Period End Reports Job Cost FAQs

Period End Confirmation System FAQs

Navigation

Overview

Fields

Full Period End Processing Summarize Billed Cost Transactions Full Period and Year End Processing Purge/Archive Closed Jobs

J/C Period End Processing

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1. Back up the Job Cost files onto a monthly set of backup disks or tapes.

2. Verify that all change orders; job billing invoices; and direct cost, billing, and cash receipt

transactions are recorded for the current month. Also, verify that all integrated modules (Accounts Payable, Payroll, etc.) have posted all transactions for the current month.

3. If monthly calculation of overhead is selected in the Job Cost Options window, print the Monthly Overhead Allocation Report and update. Print and update the Daily Transaction Register.

4. If any jobs have been completed during the current period, print the Job Close-Out Report and update.

5. Perform period-end or year-end processing. For more information, see Perform Period-End and Year-End Processing.

6. Select the reports to print for the period end. Print at least the Work in Process Report and Job Transaction Detail Report.

8. Back up the Job Cost files using a separate set of disks or tapes from the set used to back up the system in step 1.

J/C Period-End and Year-End Processing Checklist

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© Sage, Inc. All rights reserved. The Sage logo and the Sage product and service names mentioned herein are registered trademarks or trademarks of Sage, Inc., or its affiliated entities. All other trademarks are the property of their respective owners.

(Formerly Sage MAS 90 ERP and Sage MAS 200 ERP)

eFiling and Reporting for Sage 100 ERP

Product: Sage 100 ERP (formerly Sage ERP MAS 90 and MAS 200) Description

This document contains a detailed overview of Sage 100 ERP eFiling and Reporting feature in v4.40.0.1 and above. The state and federal payroll and 1099 reporting allows you to complete over 250 state and federal unemployment, withholding, and new-hire reports from the data produced by Sage 100 ERP Payroll and Accounts Payable modules. This eliminates the need to create these reports and forms manually. Once completed, reviewed, and edited on screen, they are printed on plain paper, ready to be mailed—or eFile in minutes. The interface is simple to understand and easy to use, making quarterly and annual reporting a snap.

Note: Information in this document pertains to Sage 100 Standard ERP and Sage 100 Advanced ERP. Although these programs have a common architecture, some of the features vary depending on the product implemented. References to Sage 100 apply to Sage 100 Standard ERP, Sage 100 Advanced ERP and Sage 100 Premium ERP (Premium version is for A/P 1099s only), unless otherwise noted.

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eFiling and Reporting for Sage 100 ERP

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"Unable to download new updater." or "Updater 2: Unable to download new updater" when installing an update ... 13 How to Print Payroll eFiling and Reporting Forms ... 14 How to Print W-2s with eFiling and Reporting ... 17 W-2 Test Drive ... 18 Verify Federal Employer ID Number ... 19 Company Information ... 20 Tax Preparer Type ... 21 State and Local Tax items ... 22 Data Verification ... 24 W-3 Information ... 25 Multiple Payroll Data Files ... 26 W-2 Grid Details ... 27 W-2 Printing and Filing Options ... 28 CD Archive Delivery ... 29 State Selection Screen ... 30 State Form Selection Screen ... 31 W-2 Control Numbers ... 32 Divider Sheets ... 33 Action List ... 34 W-2 Forms Viewer ... 35 Additional Setup for Local Taxes ... 37 Printing Amounts in Box 14 ... 37

***Missing*** displays on Reports and Forms ... 40

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eFiling and Reporting for Sage100 ERP

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eFiling and Reporting Amounts are Incorrect ... 41 Employee Totals Verification ... 41 How to print Accounts Payable 1099 eFiling and Reporting ... 43 1099 Test Drive ... 44 Verify the Payer TIN ... 45 Payer Information ... 46 Tax Preparer Type ... 47 1099 Prepaper ... 50 1099 Printing and Filing Options ... 51 1099 Forms Viewer ... 52 Standard eFiling Pricing... 53 W-2 eFiling Pricing ... 53 1099 eFiling Pricing ... 53 How to eFile Accounts Payable and Payroll forms ... 55 Deleting Filings ... 60 Viewing eFiling form History within Sage 100 ERP ... 60 Who do I call for Support? ... 62 Associated Knowledgebase Entries ... 63

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What is eFiling and Reporting

 eFiling and Reporting offers seamless integration with Sage 100 ERP

 Auto populated with Payroll & Accounts Payable data from an encrypted AUF (Aatrix Universal File)

 It is easy to use

 Quick installation, activation & updates

 On-screen editing of the actual report

 No hassle eFiling option

 Certified payroll forms

 941, W-2, W-3,1099, DE9, NYS 45, forms for all 50 states

 250 Approved Payroll Form Sets (400+ forms)

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Electronic Reporting vs. eFiling and Reporting

Electronic Reporting is a module purchased from Sage that can produce W-2 and 1099

electronic files in the format required by the Social Security Administration and IRS. These files may not meet the requirements for State Reporting.

eFiling and Reporting is included with the Payroll and Accounts Payable modules. State and Federal reports and forms including W-2s and 1099s can be printed and mailed to the agency or eFile using Aatrix. When the forms are electronically filed, a fee is charged by Aatrix.

Note: Tax filing year 2013, will be the last year updates will be provided for the Electronic Reporting module and W-2 , 941 and 1099 Form printing from Payroll and Accounts Payable modules.

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Installation of Federal and State eFiling and Reporting

Install from the Sage 100 ERP Installation CD under Productivity Tools or Workstation Setup folder:

1. Using Windows Explorer, browse to where Sage 100 is installed and go to the

\MAS90\Wksetup folder

2. Right click on the Autorun.exe file and select Run as Administrator 3. Click Install Federal and State eFiling and Reporting

 Review Installing Federal and State eFiling and Reporting section of the Installation and System Administrator’s Guide located in the Documentation section.

 You must install Federal and State eFiling and Reporting on each individual Sage 100 workstation that needs access.

 Do not install on Server.

Exception to this rule is a Terminal Services environment where the server is used as a workstation.

 Automatically installed to

C:\Program Files\Common Files\Sage\Aatrix

 An Internet Connection is required.

 Uninstall through Windows Add or Remove Programs (State/Federal eFiling and Reporting).

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As of Sage 100 ERP version 2013, if the workstation does not have eFiling and Reporting installed and the user selects eFiling and Reporting task from within Payroll or Accounts Payable modules you receive the following prompts:

Click Yes and eFiling and Reporting client starts installing

Click Finish when completed.

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"You must install Federal and State eFiling and Reporting to access this task"

After installation on a Windows 7 or if using Terminal Services to connect to a Windows 2008 Server, users may receive a message indicating the eFiling and Reporting has not been installed.

The additional Windows security, User Account Control (UAC) is blocking the eFiling application. User Account Control (or UAC) is included in Windows to help prevent

unauthorized changes to your computer. UAC notifies you when changes are going to be made to your computer that requires administrator-level permission. These types of changes can affect the security of your computer or can affect settings for other people that use the computer.

To resolve the error:

Disable the (UAC) User Account Control. For more information see,

http://windows.microsoft.com/en-US/windows7/Turn-User-Account-Control-on-or-off Note: Sage cannot guarantee nor be responsible for the content of third party Internet sites.

Contact that site's Webmaster with questions or problems.

 If error persists, uninstall eFiling and Reporting and reinstall with the UAC remaining off.

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How to Activate eFiling and Reporting

Activation allows you to access eFiling and Reporting in normal mode. Activation requires an active Sage Business Care Plan and you will be prompted every six months to activate. You will be prompted for activation accessing when accessing the following menu items:

 Payroll, Period End, Federal or State eFiling and Reporting

 Accounts Payable, Reports, Form 1099 eFiling and Reporting

Entitlement to Aatrix uses the Sage Advisor Update system to validate the customer account

Click Ok to activate eFiling and Reporting.

“Accessing Entitlement data” screen briefly appears then eFiling Forms window opens if entitlement was successful

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If eFiling and Reporting is not activated, 'Demo' or 'Expire Do Not File' will be printed on all documents.

In order to continue to use the Sage 100 ERP Federal and State eFiling and Reporting functionality within Accounts Payable and Payroll you MUST INSTALL the 2012 Interim Release Download (IRD) AND the 2013 941/Payroll Update. Both are located on the Sage Support Portal, https://support.na.sage.com . Click Sage 100 ERP, Under Support

Resources click Sage 100 ERP year end center.

The Federal and State eFiling and Reporting application requires an active Internet connection and a current Sage Business Care plan validated by your registration information.

If you are getting prompt asking for Username and Password:

1. Install the 2012 Interim Release Download (IRD) (included in 4.50 PU 5 and 2013 PU1) 2. Install the 2013 941/Payroll Update (included in 4.50 PU 6 and 2013 PU 2)

3. Install the 2013 IRD

o All are available for download on the Sage Support Portal, see link above Warning: If you have 3rd party modifications installed, please contact the 3rd party company to verify compatibility with 2012 IRD, 2013 941/Payroll Update and 2013 IRD and that the mod program is not dependent on Sage registration keys.

If after installing required updates your application comes up in ‘Demo Mode’ AND you have an active Sage Business Care plan, it is most likely caused by a Registration mismatch.

Please see Knowledgebase Article ID 20022: Getting prompt asking for user name and password or "Demo" prints on all eFiling and Reporting forms after installing update.

Year End Closing Procedures for Sage 100 ERP. Martin & Associates

Year End Closing

Procedures for Sage 100 ERP

2014

Martin &

Associates

Period End/Year End FAQs

Perform Period-End and Year-End Processing

G/L Period-End and Year-End Processing Checklist

Post to a Closed Fiscal Year

Post Allocations Later

A/P Period-End and Year-End Processing Checklist

A/R Period-End and Year-End Processing Checklist

I/M Period End Processing

Period-End Processing Checklist

Correct Negative Tiers

S/O Period End Processing

Period-End and Year-End Processing Checklist

P/O Period End Processing

P/O Period-End and Year-End Processing Checklist

eFiling and Reporting for Sage 100 ERP

Table of Contents

What is eFiling and Reporting

Electronic Reporting vs. eFiling and Reporting

Installation of Federal and State eFiling and Reporting

"You must install Federal and State eFiling and Reporting to access this task"

How to Activate eFiling and Reporting